Executive Secretary
Bindawood Holding
Total years of experience :18 years, 10 Months
I am assisting the CEO in the day to day operation of the company which includes preparing reports, arranging meetings and taking minutes, arranging travel plans, screening visitors, filing of documents and preparing correspondences. I am also supporting the HR Department in fulfilling the needs and requirements of each employee as well as in payroll preparation. I am also assisting the Finance Dept. in payment preparation and preparing financial reports. I am also assisting other department managers as requested.
EXECUTIVE ASSISTANT
• Prepare correspondences for the Executive Manager.
• Prepare Monthly Management Report to Executive Board Members & Shareholders.
• Arrange appointments and confirming the same, for the Executive Manager with the clients; and travel arrangements.
• Prepare Minutes of Meetings.
• Prepare presentation materials, company profile/brochure and pre-qualification
documents for distribution and submission to prospective Clients.
• Arrange meetings and functions.
• Manage electronic files as well as hard files.
• Prepare and send company documents to project sites, clients and subcontractors.
• Provide assistance/support to other department managers.
• Liaise with the owners (Arabian Bemco Co./PT. TJE) and other
clients/subcontractors.
• Other secretarial/clerical works.
ADMINISTRATIVE/PAYROLL OFFICER
• Data entry of new employees as well as timecard/timesheet of employees in the admin./payroll system.
• Monitor employees' vacation/final exit application and facilitate the issuance of visa and reservation of their air tickets; also their supposed return as per the
approved vacation application.
• Monitor the movement of manpower (site transfer) and prepare report as per
location, nationality and category/position.
• Coordinate with agencies in different countries for the company's recruitment
process and follow-up the progress.
HEAD, CORPORATE DOCUMENT CONTROL CENTER / INTERNAL QMS AUDITOR
• In-charge of maintaining and safekeeping of all projects' quality documents in
Head Office in adherence to ISO standards and specifications.
• Coordinate with Quality Management Representative in making sure that all
Quality Management System (QMS) Procedures are up to date and relevant to current company operation and set-up.
• Auditing the Company's different Departments/Sections to make sure that all are
functioning according to QMS Procedures as per ISO standards.
• Assist the President/Owner in his daily business undertakings
• Arrange the President's meetings and prepare the things he needs
• Prepare and update all employees' file
• Make sure that all passports, iqamas, work permits & project IDs of all workers
are up to date and do the necessary to renew, if found soon to expire
• Assist the engineers on bid preparations for future projects (i.e. Saudi Aramco,
SEC and SABIC)
• Maintain project files, detailing all material cost, manpower cost and progress as well as assisting the project engineer in coordinating with the client for the
smooth completion of the project
• Check the price of materials needed for all projects and purchasing it afterwards
• Make sure that all workers are provided tools and equipment necessary for their
job
• Make timesheets for employees and assist the accountant in preparing the payroll; and distribution of the same afterwards
• Prepare invoices for all projects completed and for manpower supplied to other
company and follow-up the payments
• Prepare the documents needed if an employee will go on vacation or final exit
(visa stamping, booking of airplane ticket and purchasing afterwards) or will go to hospital for treatment
• Prepare the statements for all utilities that the company has to pay (fuel for vehicles, materials purchased, telephone, electric and water bills)
• Prepare the company profile book to be distributed to prospective clients
• Updating the company website
• Introduce the company to prospective clients
• Input Cargo Delivery Receipts diligently then check the input data then tally with the posting department if we have the same 24-hour production and if we have the same cargo balance for each consignee/client.
• Make and print all the reports then check it. Create and print the payments for the people who loaded the cargo from the different warehouses to the trucks.
• Create the payment for the warehouses that the company is leasing from Subic
Bay Metropolitan Authority, subject for checking and approval by the head office.
• Audit all the receipts used. E-mail the reports to the head office in Pasig City.
• Make correspondences for all the clients with regards to the day to day business
updates.
• Make calls to other prospective Clients to introduce MSTSI.